Large corporations with many divisions inevitably face the issue of internal workflow. In advanced companies, such a procedure is computerized, in a more modest version, this is correspondence on paper carriers. Nevertheless, the norms of business writing remain the same for any format. Typically, such a document is called a memo.
For what cases do you make a memo
The relationship between units is a delicate matter and sometimes requires writing. Suppose employees of several geographically remote units work together on a project. To exchange reliable information, the phone is not enough, written sources are needed.
Or another, less pleasant option: you need to bring the employee to disciplinary liability for violation of official duties. How to prove that such a violation existed at all, and what did it consist of? Of course, with the help of written sources: resolutions, internal correspondence, written instructions and other similar notes.
There may be times when you need to make a request or bring to the attention of all employees important information. This can be done using a memo.
That is, a sample memo can be useful on a variety of issues of the enterprise:
- labor;
- by agreement;
- administrative and managerial;
- disciplinary;
- administrative;
- trade union;
- informational.
And this list is not exhaustive.
Mandatory details
A memo is, first of all, a document, and therefore it should be compiled in compliance with the rules of business workflow, focusing on the sample. A memo written competently drawn up is quite enough to solve a production problem. The document should contain the following information:
- to whom the memo is addressed;
- what is its essence, justification, reference to laws, norms, instructions;
- applications - if any;
- who signed - the head of the unit, who has the right to sign internal documents;
- who compiled - the performer who directly compiled the sample service note;
- registration number of the document and the date it was sent to the addressee.
As a rule, service records are compiled by the number of recipients in the originals plus one copy for the sender. If there are many recipients, then they are listed in hierarchy in the right half of the sheet.
How to write a memo
A sample document can be found in any reference publication using a business letter or in collections of business documents. The form memo not specifically approved. Basically, when compiling it, they are guided by the norms of business turnover and established practice.
However, there are so-called state standards that govern the form of documentation. They impose certain requirements on the internal documentation of the enterprise, it is prescribed where these or those inscriptions should be located, how to correctly indicate the initials or correctly sign documents to the deputy in the absence of the head.
Considering everything written, you can use the sample service note below. Of course, the logic of presentation and justification that the compiler refers to should be well thought out, because the format will determine the perception of the document, and, therefore, its effectiveness. A sound and well-thought-out document is always more credible.
Sample memo
HR Director
JSC "Energosbyt"
Titenko V.A.
Memo
On the issue of handing the document to the employee
No. 214 / OK dated 06/03/14
05/31/14 the company received a letter from the bailiff, according to which the employee Degtyareva Irina Pavlovna should come to see him, since she is a debtor by a court decision to recover the amount in favor of the Employment Center.
According to available data, the specified employee works in the Electricity division as a dispatcher.
Pursuant to the requirements of the bailiff, I ask you to urgently ensure the delivery of the attached summons to Degtyareva Irina Pavlovna against signature, and send a copy with the signature by mail to the bailiff.
Appendix: summons in 2 copies.
Respectfully,
Head of Legal Department
M.V. Blanche
Spanish Oleva I.R.
5027982
In this format, you can pose any question, the main thing is to focus on the sample service note and not neglect the rationale for the stated requirements.
Memo - Internal Document
An example of a memo gives an idea of the procedure for its preparation. It should be remembered that this document, whatever its subject matter, remains the internal affair of the company.
Typically, an enterprise issues a special order to determine information with limited access, referring to which, it is possible to refuse to issue copies or, moreover, originals of official documentation at the request of third parties.
However, it should be remembered that at the request of law enforcement and judicial authorities, official correspondence may become the property of the investigator or judge. Also, these documents are entitled to request inspection bodies. Given this possibility, it is better to immediately correctly and prudently draw up a document, because what is written with a pen cannot be cut down with an ax. For this, the sample service note is the best fit.
